Time Reporting

General Questions

What is Web Time Entry and/or Online Leave Reporting?

Web Time Entry and Leave Reporting is a secured, 1600grand portal based system that allows reporting of time for purposes of payroll and leave tracking.

What are the advantages to using this system vs. paper based reporting?

There are several significant advantages over traditional paper reporting:

  • There is no paper to lose (i.e. "I forwarded my time card to my supervisor but it never made it to payroll...")
  • Time can be entered as it is worked or taken (i.e. "What days did I work last week?...")
  • Time can be entered, submitted for payment, or approved by a supervisor completely online (i.e. "My supervisor is at a conference and hasn't signed my time sheet -- what will I do now to get paid?")
  • Archived time sheets can be accessed by the approver online, on demand
  • Mathematical errors are minimized -- the system summarizes and adds all entries as they are entered
  • For salaried employees, the leave reporting on 1600grand is updated as soon as the leave report is approved -- there is no month delay, as was the case with the paper based reporting .
  • Processing is completely electronic, minimizing keying and legibility errors -- from entry, to approval, to payroll processing

Finally, and most importantly, due to these and other features, the system enhances the college's ability to pay its employees, accurately, fairly and on time.

Is this system easy to use?

The web time entry system and leave reporting system generally have a short learning curve for both persons submitting time and the supervisors who audit and approve time. Most users of the system have no problems using it after the first time through the process.

Several methods of training are available:

  • Step-by-step written directions
  • Hands on demonstrations (scheduled on request, contact x6280 for details)

Will I get paid on time if I have a problems and can't submit/approve the information on time?

Yes, as long as you contact the Payroll department (x6561) prior to the published deadlines expiring.

If you contact us after the deadline, every effort will be made to pay you on time, but priority will always be given to those who submitted/approved their information or contacted Payroll prior to the payroll deadlines -- this may result in a payment being delayed.

What help do you provide with deadlines?

Ultimately it is each employee and supervisors responsibility to understand and meet their respective deadline for payroll -- that being the case, we help you do this in a couple of ways:

  • A published payroll schedule with dates and deadlines is provided several months in advance
  • A reminder e-mail is sent to each employee 1 day prior to the submission deadline
  • A reminder e-mail is sent to each supervisor 1 day prior to the approval deadline
  • A confirmation e-mail is sent to each employee for each time sheet they submit to their supervisor/approver (i.e. a receipt)

As a further reminder, the Payroll department recommends that you setup a Google Calendar repeating reminder for the various deadlines -- instructions on how to do this are located here.

I've heard that some employees and departments use a time clock system or other alternative means of reporting time to payroll?

Macalester currently has 2 methods of reporting time for hourly employees (staff and student) -

  • 1600grand web time entry
  • Time clock based Stromberg Time and Attendance

If you are a member of a department that uses the Stromberg system, you will receive additional training or instructions on how to clock in and out via your employee/student ID card.

Detailed Instructions

Hourly Staff Reporting Time

How do I submit hours for holidays, vacation, and other types of leave?

Web Time Entry has a category (on the left of the sheet) for each of these items. Enter the time you took each type of leave on the time sheet and it will be recorded in your leave balance when payroll is processed. In the even the full day is taken, paid leaves should be reported using the usual and customary schedule that would have been worked for the day being reported.

What are the rules with rounding of time worked to the quarter of the hour?

Macalester applies the 7/15 rounding rule with its hourly reporting --

  • Time in and time out should be reported rounded to the quarter of the hour (for example: 8:00am, 8:15am, 8:30am, 8:45am)
  • Time worked less than 7 minutes should be rounded to the previous quarter of the hour
  • Time worked more than 7 minutes should be rounded to next quarter of the hour

For example, if you were scheduled to work at 8:00 am and started working at 7:51 am, you would report your time as though you started working at 7:45 am -- if you started working at 8:11 am, you would report your time as though you started at 8:15 am.

What should I report if I have to work during a meal break (lunch)?

Subject to time-rounding rules described above, meal breaks become paid time if the employee meal break is interrupted with work or the employee is required to perform duties during the meal period.

Do I need to enter the time-in and time-out as it occurs?

No, unlike a time clock, this system works through after-the-fact, self-reporting of the time worked. (Entries are not time and date stamped by the computer and do not need to be entered at the time they actually occur.)

The above being said, the recommended practice is to do daily entry of time worked (you can enter time as you work it).

What are the rules with overtime?

For employees designated as hourly (and per the Fair Labor Standards Act), any time worked more than 40 hours per week is paid at 1 and 1/2 times the regular rate. Work weeks run from 12:01 Sunday through 12:00 Saturday each week.

Time not worked (such as vacation, medical leave, and holidays) do not count toward the weekly, 40 hour limit.

What is compensatory time (comp time) and can it be used in lieu of overtime?

For hourly (non-exempt) employees at Macalester, compensatory time (or the practice of providing time off in a future work week as a credit against overtime payments) is not permitted.

Hourly employees, per the FLSA, must be paid 1 and 1/2 times the regular rate for any time worked over the 40 hour threshold in a given work week (7 day period).

Compensatory time is a practice that may be permitted (in a regulated way) for public organizations (such as the University of Minnesota) but not for private institutions (such as Macalester). This is a commonly misunderstood rule related to reporting time and overtime payments.

How do I report overtime?

As you work, record the time you work on the appropriate day and week on the "regular" column on the electronic time sheet. During the payroll process, the system will calculate and pay any overtime due.

If I am a person paid hourly and do some work at home for the college outside of my regular hours per week, should I report the time?

Yes -- the college is required to pay you for the actual time you work, this includes any time working outside of your standard schedule, at home, or away from your primary work site on behalf of the college (though you should seek approval prior to doing this from your supervisor so they may make a change in your schedule for the week or approve the overage of hours)

What is the standard hours per day / per week / per pay period at Macalester?

The standard hours at Macalester, for a 1 FTE (Full-Time), non-collective bargaining unit (union) employee is:

  • 7.75 hours per day
  • 38.75 hours per week
  • 77.50 hours per pay period

Hourly (non-exempt) employees should always report actual hours worked, though these are typical hours for persons working the standard office hours.

Supervisors of Hourly Staff

I've followed the provided directions, but don't see the expected approval link in the 1600grand "Time Approval" channel for my employees?

This issue can be caused by two conditions --

  1. The employee has not pressed the "submit" button on their time sheet -- by default, the "Time Approval" channel will only show you a link to the time sheets to be approved (i.e. submitted by your employee to you); it will not show you a link to time sheets that are waiting to be submitted -- to fix this issue, contact your employees and have them submit their time sheet -- a listing will now appear after you log out of 1600grand and log back in
  2. If the employee has confirmed that they submitted their time sheet and you still don't see the listing -- there is a security configuration problem -- contact hr@macalester.edu or 651-696-6280 for assistance

When I click on the approval link in the 1600grand, one of my employees is listed with an "error" and is not selectable to approve. What should I do?

Click on the employee's name -- this will take you to the detail page for the time sheet; click on the "approve" button.

I want to add a proxy approver but don't see them listed in the drop down selection on the proxy setup page. What should I do?

Contact hr@macalester.edu or 651-696-6280 for assistance; in addition to the name, we will need to know what departments you are authorizing them to approve.

I have a need to have my employee record actual time in and time out -- can the system accommodate this?

Yes, time in/time out functionality can be enabled on a per job/per employee basis -- contact x6436 for more details regarding this feature

Salaried Staff Reporting Leave

I don't have any time to report for the given month. Do I need to submit a report?

Yes -- this is used to certify to the college that you did not take take in the given month (as opposed to the absence of a report) -- you will need to enter "0" on at least one day for the system to allow you to submit the report for approval.

Can I save time as I take it or anticipate to take it into the system? and/or can I submit my leave report prior to the vacation/medical days?

Yes to both -- time, per day, can be saved and submitted ahead of the deadline; if a change is required after you submitted it, your supervisor can return it for correction (if they haven't approved it); if your supervisor has approved it, contact hr@macalester.edu or 651-696-6280 to submit a correction to your leave balance.

I've submitted my time, but the leave taken is not updated on 1600grand. Why is this?

Leave balances do not update on 1600grand until approver clicks the "Approve" button

Supervisors of Salaried Staff

I've followed the provided directions, but don't see the expected approval link in the 1600grand "Time Approval" channel for my employees?

This issue can be caused by two conditions --

  1. The employee has not pressed the "submit" button on their time sheet -- by default, the "Time Approval" channel will only show you a link to the leave reports to be approved (i.e. submitted by your employee to you); it will not show you a link to time sheets that are waiting to be submitted -- to fix this issue, contact your employees and have them submit their time sheet -- a listing will now appear after you log out of 1600grand and log back in
  2. If the employee has confirmed that they submitted their time sheet and you still don't see the listing -- there is a security configuration problem -- contact hr@macalester.edu or 651-696-6280 for assistance

I see an indicator of an error when I approve the leave report. What should I do?

This is most commonly caused by an employee submitting a leave report without hours in it --

  • if the employee did not take leave, this is ok, you should approve the sheet
  • if the employee did take leave, you should click on the "return it for correction" button, and have the employee correct and re-submit the report for approval

I see a warning "Possible Insufficient Leave Balance for XX", but the employee has hours available; why does this happen?

The system is conservative in showing this warning. In some cases, it indicates that the employee may exceed leave available during the next reporting cycle.